Once your accounting software is connected to Foodrazor, you're ready to start exporting completed orders. This article covers how to set your export mode and understand the cloud status icons on your Invoices page.
Haven't set up your integration yet? Get started here:
Step 1: Choose Your Export Mode
Go to your Outlet Integration Settings (Group Settings->Outlets->Integrations), open your connected accounting section, and find the Order Export Mode field under the first tab of Account Info. From there, pick the mode that suits how you like the export to work:
Manual: Review each completed order before exporting. Best if you want full control over what gets exported.
Product Groups Settings Required (Recommended): Completed orders export automatically once all products are mapped to product groups (Catalog -> Products) and all product groups are mapped to a spot on your Chart of Accounts (Integration setting). This keeps every item categorized properly on the accounting side.
Automatic: All completed orders will be exported automatically, no product group setup required (only available for Xero as QBO requires mappings)
Step 2: Understanding the Export Cloud Icons
Now that your accounting integration is connected and export mode is set, head over to the Invoices page. You'll see a cloud icon under Export Status for each invoice. Completed orders with invoice attachments also appear here for export indicator purposes, check the Type column to tell them apart. Here's what each color means for the cloud status:
Blue - Ready to Export
This invoice is ready to go. Click the blue cloud to export it individually, or use Export All to send the ready batch at once.
Green - Exported Successfully
You're all set. The invoice has been synced to your accounting software as a draft bill. To confirm, open the Invoice and click into the Linked Platforms section in the Order/Invoice tab.
Yellow - Missing Product Group
Some Products in this Invoice aren't assigned to a Product Group yet. Click the yellow cloud to see what's missing, then assign them. Once all items are assigned, the invoice will auto-export and the cloud will turn green.
Note: If the redirected unassign product group page appears blank and all products are already assigned, check your Product Group integration settings, some product groups may not yet be mapped to a Chart of Accounts. Map them accordingly and the invoice should export.
Red - Export Failed
Something went wrong during export. Double-click the red cloud to view the error details and retry.
If the red cloud persists, the most common cause is an invalid modification error. This typically means the invoice was already exported (check the Linked Platforms tab to confirm), and changes were made in Foodrazor after the bill was approved in your accounting software.
Tip: To avoid a persistent red cloud error, always ensure any edits in Foodrazor are done while the bill is still in draft status on the accounting side. This way, changes will sync through without triggering an export error.
Still Have Questions?
If you're running into export errors or need help troubleshooting a cloud status issue, we're here. Reach out through the blue circle chat icon on the bottom right of your screen, or email us at success@foodrazor.com.